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Calendar
You can schedule meetings, manage your schedule, add other calendars, and more.
Calendar quick reference
This quick reference includes a screen image explaining the basics in Calendar, as well as tables listing other commonly-used tasks and shortcuts.

Calendar
You can schedule meetings, manage your schedule, add other calendars, and more.
- Getting started with Calendar
  You can schedule and keep track of meetings, appointments, anniversaries, and more.
- Calendar quick reference
  This quick reference includes a screen image explaining the basics in Calendar, as well as tables listing other commonly-used tasks and shortcuts.
- Working with meetings
  You can schedule meetings, reserve rooms and resources, add online meetings and conference call information. You can also check to see when people are available for meetings, and show others when you are available.
- Personalizing your Calendar settings
  You can change the look of your calendar, choose which meeting notices to receive in your Inbox, and more.
- Calendar access and delegation
  You can let others view or edit your calendar and open other people's calendars if they have given you access.
- Other things you can do with Calendar
  You can do other things with your calendar, like set preferred rooms and conference call information, to make meetings and scheduling easier.
- Troubleshooting Calendar
  You can get help solving problems in Calendar.
- Advanced Calendar topics
  You can learn more about what you can do with Calendar.

Calendar quick reference

This quick reference includes a screen image explaining the basics in Calendar, as well as tables listing other commonly-used tasks and shortcuts.

Table 1. Basics
Task	Action
Open the calendar	Click the Open button, and then select Calendar.
Create a meeting or other calendar entry	From the calendar, click New > Meeting or another type of calendar entry. Tip: Choose Event Announcement if you do not want to receive invitee responses in your email.

Table 2. Working with meetings
Task	Action
Add or remove invitees from a meeting	Open the meeting invitation, and click Add invitees or Remove invitees.
Set or cancel an alarm for a meeting	To set an alarm, create or edit a calendar entry, and then click Notify me. To cancel an alarm, open the calendar entry, clear the Notify me field, and the click Save and Close.
Reschedule, cancel, update, or confirm a meeting	To reschedule, cancel, or confirm, open the meeting, click Owner Actions and then click Reschedule, Cancel, or Confirm. Note: When you confirm a meeting, Notes sends an update to invitees with the most current meeting information. To update a meeting and notify attendees, open the meeting, update it, and then click Save and Send Invitations. Tip: If this is a repeating meeting and any invitees use non-Notes calendar applications, select Just this instance as non-Notes calendars might not support the other options.
Mark a meeting as free time in your schedule	If you are creating the meeting, select Mark Available. If you are invited to the meeting, click Tentatively Accept.
Check invitee responses to a meeting	In your calendar, open the meeting, and click the Invitee Status tab at the bottom of the invitation.
Send a message to invitees	Open the meeting, click Owner Actions and then select Send Message to All Invitees, Send Message to Invitees Who Have Responded, or Send Message to Invitees Who Have Not Responded.
Encrypt a meeting	Create a meeting invitation, click Delivery Options, and then select Encrypt.
Propose a new meeting date or time	Open the meeting invitaiton and click Respond > Propose New Time. If Propose New Time options do not display, then the meeting chair has disabled counter-proposals for this invitation. Click Check Schedules to check the free time schedules of meeting participants and see if they are available at the proposed time. Note: To propose a new time for a repeating meeting, you must first accept the meeting. Then open your calendar, open an instance of the repeating meeting, and propose a new time for it.
Invite other users to meetings created by an external mail user, such as Outlook	Click Invite Others… within a mail invitation for your options. This option is available in Notes version 12 and later.

Table 3. Working with your calendar
Task	Action
Scroll through your calendar one month, or one week, at a time	In the navigation pane, select the One Month view, and then use the following shortcut keys: Scroll backward one month - PgUp Scroll forward one month - PgDn Scroll backward one week - Ctrl+PgUp Scroll forward one week - Ctrl+PgDn
Filter your calendar to see only entries of a specific type or status, or entries that are private or chaired by a specific person	Click Show at the top of the calendar, click Filter by, and then click a filtering method. For example, you could click Chair to show only meetings led by a certain person or click Type to show only appointments.
Show canceled meetings on the calendar in red, or remove them automatically	Click File > Preferences, click the Calendar and To Do section, click Display, click Views, select Process cancelled meetings automatically, and then select Show as cancelled in calendar or Remove from calendar.
Show or hide tasks on the calendar	Click File > Preferences, click the Calendar and To Do section, click Display, click Views, and then select or clear Display To Do Entries.
Change the color of calendar entries	Click File > Preferences, click the Calendar and To Do section, click the Colors tab, and then specify background and text colors for the entry type, or for calendar categories.
Display the calendar in time slots or summaries	Click Show at the top of the calendar, and then click Summary (Notes Basic client users: Click Formatting, then click Summarize) to show summaries, or Time slots to show time slots.
When you propose a new time for a meeting, leave a placeholders on the calendar for the original time	Click File > Preferences, click Calendar and To Do, and then click Display. Click Views, select By default, leave a placeholder for countered meetings.
Update other meeting participants when invitees are added or removed	Click File > Preferences, click Calendar and To Do, and then click Display. Click Notices. Select When I add or remove meeting invitees, update the other participants.

Table 4. Shortcuts
Task	For Windows	For Macintosh
Open Calendar Note: To enable this shortcut, click File > Preferences > Basic Notes Client Configuration > Enable alternate keyboard shortcuts.	Ctrl+2	Ctrl+2
Open selected calendar entry	Enter	Enter
Get help for the current feature	F1	Help or Command + ?
Enlarge selected text to the next point size	F2	N/A
Reduce selected text to the next point size	Shift + F2	N/A
Undo last action	Ctrl + Z	Command + Z
Refresh the view	F9	F9
Close the current calendar view or calendar entry	Esc	Esc
See a list of available shortcuts	Ctrl+ Shift + L	Ctrl+Shift+L